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Have questions about this site?

What is this site?

  • This website is Hornbill's new product documentation website and is currently under development.
  • It is intended that all existing and future public-facing documentation we produce will be available to search, browse and share.
  • Hornbill's current documentation is available at Hornbill Wiki but over time this content will be migrated to this documentation site.
  • Please feel free to have a look around at any time.

Why has Hornbill created this site?

  • Hornbill's products have moved on considerably since we introduced it almost 10 years ago. At the time, the MediaWiki tool was sufficient, but we have outgrown it.
  • Our customers are more enterprise focused and more self-sufficient than ever before, so for 2023 and beyond we have established a new documentation platform and team to drive our documentation initiative forwards.
  • We are aiming to deprecate the use of Hornbill Wiki for most Hornbill related documentation.
  • We want to enable our growing partner network with product resources and information, documentation beyond our Wiki approach is required.
  • We could definitely do with some help, and may even pay for some! If you have domain knowledge and would like to help, please check out our Hornbill Docs Contributor Guide and contact the Hornbill docs team at

What will this site be good for?

  • Community contribution will be facilitated, encouraged, and most welcome.
  • High quality documentation, will be kept up to date as rapidly as our products evolve.
  • Real-time content search and discovery.
  • Articles organized into books, books into libraries, creating a more natural and logical structure to our documentation.
  • Legacy API documentation and various other documentation sources will all be consolidated into a single unified documentation system.
  • Documentation available in browser as well as printable/viewable as PDF on demand.
  • Personalized documentation experience, allowing dark/light mode, article subscriptions, social media sharing and other useful features.
  • Almost all publicly available documentation on will be open-source and available to fork on GitHub, allowing customers to derive their own custom documentation around Hornbill products should they wish to.

What is the timeline for this site?

  • We have taken the decision to publish and make available early, there is very little content at this time.
  • As and when we have completed/usable documentation, it will be published here.
  • We have a host of additional features we wish to add over time, so please watch this space.
  • We expect most of our existing documentation should be reviewed/migrated to over the coming months.
  • The documentation project will be ongoing, will continue to expand, evolve and improve day-by-day.

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External Authorization

The external authorisation node can be used to allow an email recipient to receive an authorisation decision, provide an outcome and automatically progress a business process

Configuring An External Authorisation

  • To:
    Specify a single email address, this can be a static email address or using the variable picker, a variable email address can be used
  • Subject:
    Configure the subject line for the outbound email, where required use the variable picker to include the relevant entity data
  • Authorisation Details:
    Include the information that is relevant to the recipient, which will give them the information for the decision they are being asked to authorize, again use the variable picker to inject relevant entity data (1024 Character Limit).
  • Outcomes:
    By default two outcomes are provided :- Authorize and Reject, one additional outcome can be added if required (3 Max). Optionally configure each outcome:
    • To change the display label
    • To change the color of the outcome button
    • To mandate if a supporting reason is required when a specific outcome is chosen
  • Expire After:
    Configure a period in Days, Minutes, Hours after which the node will expire if an outcome has not been received from the recipient.
    • The default setting is 3 Days
    • An expiry value has to be defined, if it is left blank, 3 Days will be used.

External Authorisation Delivery

The external authorization email will be sent to the recipient using a preset email and using direct outbound.

  • The From address can be configured on the node
  • If the From address is not specified, the node will use the from address as
  • It is not possible to choose or configure the email template
  • The email is available in English only


Please ensure you have the domain set up in your outbound routing rules: Admin console > System > Email > Outbound Routing Rules

Completing An External Authorisation

When a recipient receives an external email authorisation, the email will contain a link to a web page, where the recipient can review the details contained in the Authorisation Details, and will be presented with the configured outcomes.

External Authorization

  • The recipient does not need to login to any interface to complete their external authorization
  • The web page is currently available in English
  • The recipient needs to select an outcome to progress the external authorisation
  • If a reason has been mandated for the chosen outcome, the recipient will be required to provide the reason before completing the external authorization
  • On submission of the outcome, the recipient will see confirmation of their decision, and the business process will resume. It is critical to follow an external authorization with a Decision node, which is subsequently configured with branches which cater for all possible outcomes including Expired. If you have used the option to have an additional outcome you will need 2 chained Decision nodes to cater for all possible outcomes.
  • The outcome of an external authorization is not automatically written to the entity activity stream, which the process it is used in, is running against. In the case of a request in Service Manager, the process designer can use a Update Request > Post to Timeline node after an external authorisation and use the variable picker to include values such as the external authorization outcome, and any supporting reasons as output params from the External Authorisation node.

External Authorization

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